ACRL News Issue (B) of College & Research Libraries 304 I C&RL News ■ A p ril 1999 Guidelines for the security of rare book, manuscript, and other special collections: A draft Prepared by the ACRL Rare Books & Manuscripts Section's Security Committee Abstract In a climate w here theft of special collec­ tions materials is an everyday possibility, security must be a major concern of the en­ tire library and special collections communi­ ties, with special collections administrators addressing it to the best o f their abilities within their institutional context. The ACRL/RBMS Security C om m ittee’s Guidelines for the Security o f Rare Book, Manuscript, and Other Special Collections, published here, is the principal ACRL docu­ ment dealing with the security of library ma­ terials. These guidelines identify important topics that collection administrators should address in developing adequate collection security. While directed primarily toward rare books, special collections, and manuscripts, the topics are also applicable to general col­ lections. T he RBMS Security Com m ittee strongly urges implementation of these guide­ lines, including th e u n iq u e identification marking of materials and the appointm ent o f a Library Security Officer (LSO). I. Introduction These guidelines identify important topics that collection administrators should address in developing adequate collection security. While directed towards special collections, the topics are also applicable to general col­ lections. Administrators of rare book, manuscript, and special collection materials must insure that their collections remain intact and se­ cure from theft and damage. The security of collections is now especially important since administrators’ efforts to increase the use and know ledge o f collections in their care can result in a greater public awareness of their value and may increase the risk of theft. Se­ curity arrangements vary from one institu­ tion to another and are dependent on staff­ ing, physical setting, and use. Rare book and manuscript dealers also must concern themselves with collection se­ curity, since thieves may offer stolen materi­ als to them for sale. Librarians should make every effort to familiarize such dealers with the ways institutions attempt to secure and identify their materials and help them use this knowledge to lessen anyone’s chances of profiting from theft. The appointm ent o f a LSO and the devel­ opm ent o f a security policy can help insure that staff are aware o f their legal and proce­ dural responsibilities in applying security measures. II. The library security officer Each institution concerned with the security o f rare books, manuscripts, or other special collections materials should appoint a LSO. The LSO should be appointed by the library director, should have primary authority and responsibility to carry out the security pro­ gram, and should have a thorough knowl­ edge of all repository security needs, par­ ticularly those o f special collections. The identity of the LSO should be widely known, especially am ong other administrative offic­ ers of the repository. The LSO’s principal re­ sponsibility should be to plan and adminis­ ter a security program, w hich should include a survey of the collections, reviews o f the physical layout of the institution, and train- ACRL STANDARDS AN D GUIDELINES C&RL News ■ A p r il 1 9 9 9 / 305 ing o f the institution’s staff. He or she should d evelop active w orking relationships with colleagues and seek the advice and the as­ sistance o f appropriate personnel, such as institutional administrators, corporate cou n­ sel, life safety officers, the LSO mail lists, and/ or outside consultants from law enforcem ent agen cies and insurance com panies. Suggestions fo r implementation 1. In som e repositories, the LSO and the special collections librarian may b e the same person. 2. Special collections administrators in in­ stitutions without another official for w hom the role o f LSO would b e appropriate are encouraged to take on this role and advo­ cate that the institution recognize the impor­ tance o f this responsibility within the institu­ tional structure. III. The secu rity policy The LSO should develop written policy o n the security o f the collections. In developing the policy, the LSO should consult with adminis­ trators and staff, legal authorities, and other know ledgeable persons. T he policy should include a standard operating procedure on dealing with a theft or other security prob­ lems. The ACRL/RBMS Security Committee’s docum ent, “Guidelines Regarding Thefts in Libraries,” provides steps to pursue in estab­ lishing adequate policies for dealing with thefts. The security policy should b e kept up-to-date with current nam es and telephone numbers o f institutional and law enforcem ent contacts. The institution should also review the policy periodically to insure that institutional needs continue to b e adequately addressed. The LSO should not necessarily b e conceived o f as the library’s general security officer, although he or she may also hold that role. The LSO should cooperate with and b e involved with devel­ opm ent and implementation o f general libraiy security measures, as these may affect the se­ curity o f special collections materials. T he LSO should also b e involved with any library em er­ gency and disaster planning. Suggestions fo r implementation: 1. In larger institutions it may b e n ece sary to assem ble a security planning group to assist the LSO in identifying problem ar­ eas and to recom m end solutions. s 2. Institutions that lack appropriate staff resources may w ish to bring in a security consultant to assist in developing a policy and in determ ining any m ajor threats to the collection. W hen engaging a security c o n ­ sultant, the institution or LSO should use caution in evaluating the consultant’s com ­ p eten ce or ability to perform the work. T he institution should investigate the security consultant’s background and references thor­ oughly. IV. The special collections building or area T h e s p e c ia l c o lle c tio n s b u ild in g o r area should have as few access points as possible, with a single entry and exit point for both research ers and staff. Fire and em ergency exits, w hich should b e strictly controlled and provided with alarm coverage, should not b e used for regular access. Within the facility itself, the public should have access only to public areas, not to work areas or stack space. Researchers should be received in a separate reception area where a coat room and lockers should be provided for researchers’ per­ sonal belongings and outer wear. A secure read­ ing room where researchers can be continuously monitored by staff trained in surveillance should be identified as the only area in which material may be used. A security guard should check re­ searchers’ research materials prior to their enter­ ing the secure area as well as w hen they depart. K e y s an d th e ir e q u iv a le n ts , s u c h as keycards, are esp ecially vulnerable items; therefore, a controlled check -ou t system for all keys should b e maintained. Keys to se­ cure areas should b e issued to staff only on an as-needed basis, and m aster keys should b e secured against unauthorized access. Com­ binations to vaults also should have limited distribution and should b e changed each time there is a staff change involving a position with a ccess to the vault. Strong consideration should b e given to installing proprietary k ey­ ways in lock s in the special collections area. (See Ronald L. Libengood and Bryan J . Perun, “T h e Key to G ood Security: Proprietary Key- ways and Electronic Locks,” Focus on Secu­ rity‚ 2 [April 19951: 6 -1 6 .) ­ Suggestions fo r implementation: 1. In institutions w here it is not possible to hire an extra security guard, a staff mem- 306 / C&RL News ■ A p r il 1999 The history o f th e guidelines T he “Guidelines for the Security o f Rare B ook , Manuscript, and Other Special Collec­ tions” began in 1978 with an ad h oc charge to the Rare B ook and Manuscripts Section’s (RBMS) Security Committee to develop guide­ lines for marking rare materials. Those mark­ ing guidelines w ere separately published in 1979 and w hen the present guidelines were originally published in 1982, the marking guidelines becam e an appendix to that docu­ ment, a position they continue to occupy in the present document. The guidelines them­ selves w ere revised in 1990, and their publi­ cation here represents their third iteration. W hen requested by ACRL in 1995 to re­ view the guidelines, the RBMS Security Com­ mittee felt that it was an appropriate time to revise them to a great extent. Awareness o f security issues in both the special collections and general libraiy worlds indicated that cer­ tain aspects o f the 1990 publication needed to b e modified and made more current. Work­ ing under the direction o f the RBMS Security Committee, a subcommittee headed by Nancy Rom ero began the w ork o f revising the docu­ ment, a task that took them nearly two years. After they presented their proposed revisions, the entire RBMS Security Committee w orked with the docum ent for nearly another two years before it took its present form. A semi­ nar was held at the RBMS P reconference in Washington, D.C., in 1998 w herein the pro­ posed revisions w ere extensively discussed in that public forum. T he docum ent was also submitted to ACRL’s Standards and Accredi­ tation Committee for its review, and their com ­ ments w ere incorporated, as well. The RBMS Security Committee has also sought com m ent from other colleagues in the antiquarian book and manuscript trade, in the archival profes­ sion, and in other interest groups, both by appeals to individuals for com ments and by postings to electronic discussion lists. At the ALA 1999 Midwinter meeting, a public hear­ ing was held o n the document; after that hear­ ing the RBMS Executive Committee approved a recommendation that the guidelines b e en­ dorsed by that committee and b e allowed to go forward. After publication here, another hearing will b e held at the ALA 1999 Annual Meeting in New Orleans (Saturday, Ju n e 26, from 11:30 a.m .-1 2 :3 0 p.m.), after which final approval (con tin u ed on next p a g e ) b er could perform this function. Consider­ ation should also b e given to installing a video surveillance system. 2. As a precautionary policy, keys and lock s to secure areas should b e chang ed on a regular basis. 3. W hen an institution plans to rem odel or renovate sp ace or to build a n ew facility in w hich special collections materials are to b e housed, the LSO and the special c o lle c ­ tion s adm inistrator should en su re that all security needs are addressed in the design and planning. V. The staff An atm osphere o f trust and con cern for the collection s is probably the b est guarantee against theft by staff. N evertheless, clo se and equitable supervision is essential. T h e staff, including students and volunteers, should b e ch o sen carefully, using any and all avenues available in m aking the decision for hiring. Careful personnel m anagem ent is an o n g o ­ ing necessity. A w eak point in maintaining a security system is disgruntled staff w ho may s eek retribution through theft, destruction, or willful mishandling o f collections. Con­ sideration should b e given to bond ing em ­ ployees w ho w ork in special collections. Training the staff in security m easures should b e a high priority o f the LSO. Such training should ensure that staff b e aw are o f their legal and procedural responsibili­ ties in relation to security as w ell as their ow n and the research ers’ legal rights w hen handling p o ssib le problem s. (S e e also the ACRL/RBMS “Standards for Ethical Conduct o f Rare B o o k , M anuscript, and Special Col­ lections Libraries and Librarians, with Guide­ lines for Institutional P ractice in Support o f the Standards.”) Suggestions fo r implementation: 1. T h e LSO and special collections admin­ istrator should ensure that all staff are famil­ iar with these guidelines and the security poli- C&RL News ■ A p r il 1 9 9 9 / 307 for the document will b e sought from ACRL and ALA. O ne significant feature in the present revi­ sion is Appendix II, “Addresses for Reporting Thefts.” Because this document is mounted on the RBMS hom epage, all o f the URL’s and e-mail addresses in that section will b e “ac­ tive” from the hom epage. In other words, by looking at the electronic version on the Web page, a user may from that page simply fol­ low the URL’s to directly reach agencies to w hom thefts should b e reported. It is envi­ sioned that these links will b e periodically tested by the RBMS Security Committee to ensure they are correct and that the text may b e altered from time to time between formal revisions to ensure its currency and usefulness. Another new feature o f this revision is the incorporation o f sections entitled “Sug­ gestions for Implementation.” T hese sections were added to give, in broad strokes, some practical guidance for implementing the rec­ ommendations found in the document, espe­ cially for staff in smaller repositories. Finally, Appendix I, the “Marking Guidelines,” have been extensively revised and have been the subject o f numerous lively debates both in the committee itself and in public meetings about the document. cies in their institutions and how they may apply specifically to their institution. 2. When appropriate or consistent with in­ stitutional policies, background checks and bonding o f staff members should be considered. 3. T he LSO or special collections admin­ i s t r a t o r s h o u ld b e f a m i lia r w ith th e institution’s personnel policies, and advocate security con cern s with the institution’s hu­ man resources staff. VI. The researchers T he special collections administrator must carefully balance the responsibility o f m ak­ ing materials available to researchers against the responsibility for ensuring the security o f the materials. Staff must b e able to iden­ tify w ho has used w hich materials by k eep ­ ing a d eq u a te, sig n ed c h e c k -o u t reco rd s, w hich should b e retained indefinitely. Registration for each research er w ho uses special collections materials should b e re­ quired, recording the nam e, address, signa­ It should b e emphasized that these guide­ lines do not stand alone and should be used in conjunction with other related RBMS guide­ lines, which are listed in Appendix III. The RBMS Security Committee is ready and eager to assist libraries in implementing the secu­ rity recommendations in any o f the guide­ lines. P eop le too numerous to m ention have made contributions to these guidelines, and the continuing support and counsel o f ACRL’s Standards and Accreditation Committee in a time o f transition have b een crucial. The present members o f the RBMS Secu­ rity Committee are: Everett C. Wilkie Jr., chair; Susan M. Allen (e x officio); Thom as L. Amos; Daren Callahan; Melissa Conw ay; Rachel Doggett; Connell B. Gallagher; Isaac Gewirtz; Rachel J. Howarth (intern); Anne Marie Lane; K atherine K eyes Leab; Ronald Liberm an; Heather Lloyd; Michael North; Nancy Romero; Daniel J. Slive; and Diana M. Smith (intern). Those wishing to com ment on the guide­ lines should send comments to Everett Wilkie at ewilkie@ix.netcom .com and/or plan to at­ tend the hearing in New Orleans on Satur­ day, Ju n e 26, from 11:30 a .m .-1 2 :3 0 p.m. (v en u e to b e a n n ou n ced later).— Everett Wilkie, ew ilkie@ ix.netcom .com ture, institutional affiliation (if any), and photo identification or som e other form o f positive identification to establish physical identity. T h ese registration records should b e retained perm anently. Researchers should b e required to present a reasonable explanation o f their n eed to use the m aterials. E ach resea rch er should b e given an orientation to the collections re­ quested and to the rules governing the use o f the collections. Researchers should not b e perm itted to take extraneous personal m ate­ rials into the reading areas. This includes such items as n otebooks, briefcases, outer wear, b o o k s , and volu m inou s papers. P ersonal com puters should b e rem oved from the case before use in the reading room is permitted. Lockers or som e kind o f secure space should b e provided for any items not permitted in the reading room. Staff should o b serve research ers at all times and not allow them to w ork u n o b ­ s erv ed b e h in d b o o k c a s e s , b o o k tru ck s, mailto:ewilkie@ix.netcom.com mailto:ewilkie@ix.netcom.com 308 / C&RL News ■ A p r il 1999 stacks o f b o o k s, o r any other o b stacles that restrict staff view. Researchers should b e lim­ ited at any o n e tim e to having access only to th ose b o o k s, m anuscripts, or o th er items that are n eed ed to perform the research at hand. Staff should c h e ck the condition, c o n ­ tent, and com p leten ess o f each item prior to giving it to the research er and also w hen it is returned after u se. This c h e ck in g o f m aterials that are returned is esp ecially im­ portant for the use o f archival and m anu­ scrip t c o lle ctio n s , w h ic h o fte n co n sist o f m an y lo o s e , u n iq u e p ie c e s . R es ea rch ers should b e required to return all library m a­ terials prior to leaving th e read ing room , even if they plan to return at a later tim e to con tin u e their research. R esearch ers should not b e allow ed to exch an g e materials or to have a c ce s s to m aterials brought into the room for use by another researcher. Suggestions fo r implementation: 1. T he LSO or special collections adminis­ trator should seek the advice o f the institution’s legal counsel or other appropriate legal au­ thority w hen developing researcher policies, to ensure adequate legal recourse if research­ ers violate the use agreement. 2. T h e institution should require that all researchers read and sign an agreem ent to abide by institutional p olicies. This agree­ m ent should b e renew ed annually. VII. The collections Administrators o f special collections must be able to identify positively the materials in their collections to establish loss and to substanti­ ate claims to recovered stolen property. This includes keeping adequate accession records; maintaining detailed cataloguing records and lists in finding aids; recording copy-specific information; and keeping condition reports and records. Lists developed to fulfill the re­ quirements o f insurance policies should also be kept current. In addition, the materials themselves should b e made identifiable. This can b e accomplished by marking them fol­ lowing the RBMS “Guidelines for Marking” (see Appendix I), by applying other unique marks, and by keeping photographic or microform copies o f valuable items. Suggestions fo r implementation: 1. More valuable items should b e seg r gated from the collections into higher secu ­ e rity areas, with m ore restricted conditions for staff access and research er use. 2. If appropriate security controls are ap plied, unprocessed materials may b e m ade available to researchers for short-term use. VIII. Transfers from th e general collection Many institutions house materials in open stack areas accessible to all users. T hese open stack areas may contain rare materials, which re­ main unidentified and unprotected. Materials in op en stack areas are most vulnerable to breaches in security. Many thieves search open stacks areas for materials consid ered rare, rather than attempt to infiltrate special collec­ tions areas or outwit the security measures implemented in monitored reading areas. In­ stitutions should establish procedures for the routine areas, using the ACRL/RBMS “Guide­ lines on the Selection o f General Collection Materials for Transfer to Special Collections” to assist in identifying rare materials on the open shelves in need o f protection. IX. Legal and procedural resp o n sib ilities T he administrators o f special collections and the LSO must know the laws for dealing with library theft that are applicable in their state and must convey this information to staff. Staff m em bers must b e aware o f their legal rights in stopping thefts and not infringing on the rights o f the individual suspected o f theft. T he administrator o f special collections and the LSO must report thefts o f rare m ate­ rials to appropriate law enforcem ent agen ­ cies and must take responsibility for request­ ing action from legal authorities. T h e theft o f materials, w hen ever the theft is discov­ ered, must b e reported in a timely m anner to help prevent the unknow ing transfer o f the items and to facilitate their return. Ap­ propriate agen cies to report to include lo­ cal, institutional, and state law enforcem ent agen cies and the Federal Bureau o f Investi­ gation. Consult A ppendix II for reporting details. For legal and procedural responsi­ bilities, s ee “G uidelines Regarding Thefts in Libraries” (listed in Appendix III). Suggestions fo r implementation ­ 1. LSOs and/or special collections admin istrators should take an active role in raising ­ ­ C&RL News ■ A p r il 7999 / 309 the awareness o f other institutional officials, e.g., institutional legal officers, public safety officers, the library director, etc., regarding the serious nature o f materials theft, and urge the institution to actively s eek the resolution o f security threats and b reach es and to seek the strictest pu nishm ent possible for those con victed o f theft or o th er security viola­ tions. X. Conclusion T h e guidelines presented here are necessar­ ily b rief sin ce further inform ation is avail­ able through professional literature, profes­ sional organizations, and consultants within the rare b ook, m anuscript, and special col­ lections community, and in the law en force­ m ent and insurance professions. T he effort o f the entire staff, with final responsibility vested in on e sen ior staff m em ber, w orking in coop eration with law enforcem ent, will result in m ore secu re collectio n s w herein materials are preserved and m ade available for all w ho w ish to u se them. A ppendix I Guidelines fo r m arking books, m an u scrip ts, and o th e r sp ecial collectio n s m aterials I. Introduction T h ere has b e e n m uch thoughtful discussion regarding the appropriateness o f permanently marking books, manuscripts, and other sp e­ cial c o llectio n s m aterials. Failure to mark com prom ises security. Cases o f theft show that clear identification o f stolen material is vital if material, o n ce recovered, is to b e re­ turned to its rightful owner. T he follow ing guidelines are intended to aid libraries and other institutions in m arking their materials and to provide as consistent and uniform a practice as possible. Even the m ost conservative m arking pro­ gram results in perm anent alteration o f ma­ terials. Choices concerning marking are likely to d ep en d heavily on o n e ’s aesthetic judg­ m ent balanced against the n eed to secure materials from theft and to assist in their iden­ tification and recovery. Each repository will have to balan ce those com peting needs. T he ACRL/RBMS Security Committee recommends that libraries and other institutions use mark­ ing as part o f their overall security p ro ce­ d ures an d that th ey attem p t to strik e a b a l­ a n c e b e tw e e n th e im p licatio n s fo r d ete r­ r e n c e (v isib ility , p e rm a n e n c e ) an d th e in ­ teg rity o f th e d o cu m e n ts (b o th p h y sical and a e sth e tic ). II. General recom m endations General recommendations are: A) That markings b e o f two types: 1) readily visible to the casual observer, and 2) hidden and difficult to detect. B ) that readily visible marks b e m ade in an approved form o f p erm anent ink. C) that m arks w hich are hidden o r diffi­ cult to d etect never b e the only or primary types o f marking. D) that visible marks b e placed so that they will cause significant damage to the aesthetic and commercial value of the item if they are removed. E) that marks b e placed directly on the material itself and not on an associated part from which the material may be separated. F) that all marks unequivocally and clearly identify the repository. III. Discussion A) Readily visible marks are intended to deter potential thieves; hidden marks are intended to assist in the recovery o f stolen materials. If only on e type o f mark is to b e used, it should b e o f the readily visible type. T he size should b e kept to a minimum (ca. 5 point type size for lettering). B ) Visible marks should b e all but impos­ sible to rem ove and should never consist of just a bookplate. Although not the only form o f a visible mark, ink is perhaps the best me­ dium for this purpose, so long as the ink meets current standards for perm anence and con ­ servation. There is still controversy surround­ ing w hich inks are best suited for this pur­ pose, so a recommendation cannot go beyond urging those in charge o f marking programs to b e current on the latest developments in this field. C) Hidden marks should never b e used as the only form o f marking, becau se they are worthless in alerting others, such as booksell­ ers, that material has b e e n stolen. Hidden marks are intended only as supplements to v is ib le m arks. 3 1 0 / C&RL News ■ A p r i l l9 9 9 D ) Much controversy has surrounded the placement o f visible marks. Given the varying nature o f special collections materials and the varying nature o f beliefs and sentiments con­ cerning what is proper placement for a visible mark, it is probably futile to overly prescribe placement o f marks. It is recommended, how­ ever, that no position for a mark b e rejected outright. Some repositories might, for example, b e comfortable stamping the verso o f a title page or the image area o f a map; others might reject those options. But no matter where the visible mark is placed, it should not b e in a position that it can b e removed without leav­ ing quite obvious evidence o f its former pres­ ence. Some items do present unusual decisions on placement of visible marks. The following are specific recommendation for the formats listed. 1. Medieval and R enaissance Manu­ scrip ts, Incunabula, and E arly P rin ted Books: On the verso o f the first leaf o f princi­ pal text, on the lower inner margin, approxi­ mate to the last line o f text. Additional mark­ ings may be needed w hen the item is a com ­ posite manuscript or otherwise has a substan­ tial text that may b e broken away without noticeable injury to the volume. The location o f each subsequent marking would b e the same; i.e., lower inner margin approximate to the last line o f text. W hen the item is too tightly bound to mark in the inner margin, alternate locations may be made in any blank area o f the verso, as close to the lower portion o f text as possible. The mark should b e so placed that it may not be excised without extreme cropping. (In items o f double columns, the mark might b e located in the blank area betw een the columns.) 2. L e a f B o o k s, Single L eaves fr o m Manuscripts: On either verso or recto, at the lower portion o f the text or image o f each leaf. The choice may be determined by the document itself if one o f the sides has more importance (owing to an illustration, manu­ script notation, etc.) The ow nership mark should then be placed on the reverse side. E) Marks o f whatever type must be placed directly on the material itself. Marks placed only on a front pastedown in a book, on a portfolio that holds prints, or on som e type of backing material are rendered useless if that element is separated from the item. Especially in the case o f flat items, such as maps and broadsides, it is important that the marks be applied before any backing procedure is done. F) Marks should not b e generic (e.g., “Rare B ook Room,” “Special Collections,” “Univer­ sity Library,” etc.), but should rather make plain the repository to which they refer. It is recom­ mended that visible marking consist o f the repository’s Library o f Congress symbol. If a repository lacks such a symbol, the Library of Congress will supply one upon request. If the Library o f Congress symbol is not used, then the name o f the repository should b e used, being careful that no confusion arises among repositories with similar or identical names. IV. Other considerations A) Hidden marks do not have to b e marks at all. They merely have to provide some posi­ tive ownership indication that is extremely dif­ fic u lt if n o t im p o s s ib le to d e te c t. Microembossers, for example, provide an ex­ tremely cheap and difficult to detect type of nearly invisible mark. Modern technology also provides non-invasive marking techniques such as micro-photography that does not leave any mark on the item itself yet serves as positive identification. Other technologies, such as mi­ cro-taggants, may also b e appropriate for this purpose. It is vital if such marks are used, how­ ever, that the repository keep extremely accu­ rate records o f such marks so that they can be readily found for identification purposes if the need arises to do so. Generic secret marking systems, such as underlining a word on p. 13 o f every book, should be avoided as the sole means o f such marks. B ) Repositories should never attempt to cancel marks, even in the event that the mate­ rial is deaccessioned. No system has yet been devised for canceling marks that cannot be imitated with relative ease by thieves, and there seems to be no alternative but to assume per­ manent responsibility for o n e ’s mark on a book, manuscript, or other document. Perma­ nent records should be kept o f deaccessioned materials, whether marked or unmarked, and the material itself when released should be accompanied by a document conveying own­ ership. It is advisable to place stamps or notes in item s in d icatin g that th ey have b e e n d eaccessioned , but no attem pt should be made to cancel or rem ove previous ow ner­ ship marks. C&RL News ■ A p r il 1999 / 311 C) Marks sh ou ld b e a p p lied to all item s w h en th ey c o m e in to th e rep o sito ry . It is d an g ero u s to sen d u n m ark ed item s into storag e or a catalo g u in g b a c k lo g , w h ere th ey m ay rem ain fo r y ears w ith n o in d ica­ tion that the rep o sito ry o w n s them . D e ­ sp ite the fa c t that s o m e item s m ay p resen t ex tre m e ly d ifficu lt an d c o m p lic a te d d e c i­ sio n s a b o u t m arking, the p ro c e ss sh ou ld n e v e r b e d eferred . It is stro n g ly re c o m ­ m en d ed that p rogram s also b e instituted to retro s p e ctiv e ly m ark m aterials already in th e c o lle ctio n s . D ) Care m ust b e ta k e n to en su re that all d iscrete o r rem ov ab le parts are m arked. It is r e c o m m e n d e d th a t e a c h s e p a r a te p late, m ap , ch art, or o th e r su ch item in a p rin ted v o lu m e b e m arked ind ividu ally. V olum es o f b o u n d m an u scrip ts an d c o l ­ le ctio n s o f individual m an u scrip ts p resen t a sim ilar p ro b lem and e a c h d iscre te item in su ch c o lle c tio n s shou ld also b e m arked. E) B e c a u s e m arking sh o u ld b e part o f an o v erall secu rity p rogram , th e ro le o f c atalo g u in g in identifying m aterials should n o t b e o v erlo o k ed . A ccu rate and d etailed p h y sical d esc rip tio n s that n o te an o m alies, d efe c ts, p ro v e n a n ce , and un usual p h y si­ c a l ch a ra c teristics are e sse n tia l ad ju n cts to o w n ersh ip m arkings. A p p e n d ix II Addresses fo r rep o rtin g thefts: (K ept current and interactive at http:// w w w .p rin c e to n .e d u / ~ fe rg u so n / se c g u id e . html.) • AB B o o k m a n ’s Weekly, Missing B ook s Section. P.O. B o x AB, Clifton, NJ 07015. (201) 772-0020; fax: (2 0 1 ) 772-9281. • Antiquarian B ooksellers Association o f America, 20 West 44th St., 4th floor, New York, NY 10035-6604. (2 1 2 ) 944-8291; fax: (2 1 2 ) 9 4 4 -8 2 9 3 ; e-m ail: a b a a @ p a n ix .c o m . H o m e p a g e fo r t h e f t r e p o r tin g : http:// w w w .abaa-booknet.com /stolen.htm . • ACRL/RBMS Security Com m ittee, c/o American Library Association, 50 E. Huron St., Chicago, IL 6 06 l l . (8 0 0 ) 545-2433, ext. 2516; fax: (312) 440-9374; e-mail: ala@ala.org. ALA hom epage: http://www.ala.org; RBMS h o m e p a g e : h ttp :/ / w w w .p rin ce to n .e d u / -ferguson/rbm s.htm l. • Society o f American Archivists, 527 S. Wells, Chicago, IL 60607. (312) 922-0140, fax: (3 1 2 ) 347-1452; e-mail: sfox@archivists.org. Hom epage: http://www.archivists.org. Secu­ rity list (m oderated and o p en to SAA m em ­ bers only): saasecurityrt-l@cornell.edu. • P ro fessio n a l A utograph D ea lers As­ s o c ia tio n , c/o C ath erin e B a rn e s , P.O. B o x 3 0 1 1 7 , P h ilad elp h ia, PA 1 9 1 0 3 . (2 1 5 ) 8 54- 0 1 7 5 ; fax: 2 1 5 -8 5 4 -0 8 3 1 ; e-m ail: cb arn es2@ ix .n e tc o m .c o m ; h o m e p a g e : http://www . p a d a w e b .o rg . T o ll fre e : ( 8 8 8 ) 3 3 8 -4 3 3 8 (U .S. on ly). • Library Security O fficer Electronic List, Susan Allen, head, Department o f Special Col­ lections, URL— Room A 1713, B o x 951575, UCLA, Los Angeles, CA 9 0 0 95-1575. (3 1 0 ) 825-2422; fax: (310) 206-1864; send reports to: sallen@library.ucla.edu. • ExL ibris E le c tro n ic D isc u s sio n List. exlibris@library.berkeley.edu (unmoderated, but must b e a m em ber to post). • Interloc. http://www.interloc.com/lost/ in d ex .h tm . R ep o rtin g ad d ress: in te rlo c® interloc.co. • Museum Security Network; http://mu- s e u m - s e c u r i t y .o r g ; r e p o r t i n g a d d r e s s : securm a@ pop.x s4all. n l. • Archives & Archivists Electronic Discus­ sion List: archives@listserv.muohio.edu. • ReRicci Project: d ericci@ aol.com (for p re -l6 0 0 manuscripts only). A p p en d ix III Related guidelines: (ACRL d ocu m en ts av ailable at: http:// www.ala.org/acrl/guides/index.html.) • Association o f College & Research Li­ braries. Guidelines Regarding Thefts in Librar­ ies (1994). • Association o f College & Research Li­ braries. Guidelines on the Selection o f Gen­ eral Collection Materials fo r Transfer to Spe­ cial Collections (2nd ed. 1994). • Association o f College & Research Li­ braries. Standards fo r Ethical Conduct of Rare Book, Manuscript, and Special Collections Li­ braries and Librarians, with Guidelines fo r Institutional Practice in Support o f the Stan­ dards (2nd ed. 1992). • Society o f American Archivists. Librar­ ies and Archives: An Overview of Risk and Loss Prevention (1994). • Society o f American Archivists. Protect­ ing Your Collections: A Manual o f Archival Security ( 1 9 9 5 ). ■ http://www.princeton.edu/~ferguson/secguide mailto:abaa@panix.com http://www.abaa-booknet.com/stolen.htm mailto:ala@ala.org http://www.ala.org http://www.princeton.edu/ mailto:sfox@archivists.org http://www.archivists.org mailto:saasecurityrt-l@cornell.edu http://www mailto:sallen@library.ucla.edu mailto:exlibris@library.berkeley.edu http://www.interloc.com/lost/ http://mu- mailto:archives@listserv.muohio.edu mailto:dericci@aol.com http://www.ala.org/acrl/guides/index.html 3 1 2 / C&RL News ■ A p r i l 1999